Business Filing Specialist

Oklahoma State Government•Oklahoma City, OK

1d•$45,000 - $50,000

About The Position

Under general direction, performs highly technical/complex and professional work; examines, evaluates and processes various types of business documents submitted by business entities to assure compliance with state laws; performs complicated calculations to determine proper payment of fees; work involves independent research and analysis to determine if a document is accepted or rejected; communicates with attorneys, corporate representatives and the public concerning the filing of documents and reason for rejection of documents; related work as required, including various clerical functions for the official filing of technical documents which comply with the applicable statutes; data-entry via computer format; works with moderate latitude in the use of initiative and independent judgment; is given the general objective for each assignment and is expected to accomplish tasks utilizing established policy and procedures; establish and maintain effective working relationships with others. The functions of this job family will vary by level, but may include the following: Establish contact with both internal and external customers. Provide the customer with requested information, or assistance concerning the services provided by the agency, or direct the request to those who can provide the service. Operate various types of telephone, or communications equipment, including cloud based communications software or electronic messaging software. Research, review and analyze business documents in accordance with state laws, rules and regulations, to organize or amend various types of business entities; Reviews include, but are not limited to the following: availability of proposed business name for use in the state of Oklahoma, content correctness within document, and accuracy of statutory citations; legal execution by business entity and required approval by other state authorities or licensing agencies; proof of state tax compliance; correct documentation from other states or outside jurisdictions; computation of filing fees. Process filing documents from receipt to conclusion and/or identifies and communicates document deficiencies to the client by telephone, in person or by original correspondence. Receive and respond to complex, technical phone calls for business entity information using computer records, including business name availability; provide detailed information on filing fees and procedures; specific requirements of applicable laws, rules regulations and agency policies. Resolve potential cases of conflict and ensure rejections are justified. Assist walk-in clients with filings of all complexities. Formulate recommendations for new legislation or amendments to existing law and agency rules, regulations and/or policies; develop operational policies and procedures. Supervise staff and provide training in the methods and procedures of the division by demonstrating, closely observing, monitoring to verify the accuracy of work produced. Level I - Knowledge, Skills and Abilities required at this level include knowledge of methods and procedures concerning public contact; of telephone procedures; and of spelling punctuation, grammar, and arithmetic. Skill is required to operate various office equipment including computers. Ability is required to work with customers; to gather data and facts; to keep records; and to communicate effectively in a calm and friendly manner, both orally and in writing. Experience in public contact work and general office clerical work. Ability to multi-task, prioritize, and manage time effectively. Respond to requests for informational materials; research and fill requests; regularly repeat the same movements when entering data; speak clearly and listen with intent; able to understand the speech of another person. Requires ability to understand, apply and explain various rules, regulations and statutes; effectively communicate various state rules, regulations and statutes clearly and concisely.

Requirements

knowledge of methods and procedures concerning public contact
knowledge of telephone procedures
knowledge of spelling punctuation, grammar, and arithmetic
Skill is required to operate various office equipment including computers.
Ability is required to work with customers
Ability to gather data and facts
Ability to keep records
Ability to communicate effectively in a calm and friendly manner, both orally and in writing.
Experience in public contact work and general office clerical work.
Ability to multi-task, prioritize, and manage time effectively.
Respond to requests for informational materials
research and fill requests
regularly repeat the same movements when entering data
speak clearly and listen with intent
able to understand the speech of another person.
Requires ability to understand, apply and explain various rules, regulations and statutes
effectively communicate various state rules, regulations and statutes clearly and concisely.

Responsibilities

Establish contact with both internal and external customers.
Provide the customer with requested information, or assistance concerning the services provided by the agency, or direct the request to those who can provide the service.
Operate various types of telephone, or communications equipment, including cloud based communications software or electronic messaging software.
Research, review and analyze business documents in accordance with state laws, rules and regulations, to organize or amend various types of business entities
Reviews include, but are not limited to the following: availability of proposed business name for use in the state of Oklahoma, content correctness within document, and accuracy of statutory citations; legal execution by business entity and required approval by other state authorities or licensing agencies; proof of state tax compliance; correct documentation from other states or outside jurisdictions; computation of filing fees.
Process filing documents from receipt to conclusion and/or identifies and communicates document deficiencies to the client by telephone, in person or by original correspondence.
Receive and respond to complex, technical phone calls for business entity information using computer records, including business name availability; provide detailed information on filing fees and procedures; specific requirements of applicable laws, rules regulations and agency policies.
Resolve potential cases of conflict and ensure rejections are justified.
Assist walk-in clients with filings of all complexities.
Formulate recommendations for new legislation or amendments to existing law and agency rules, regulations and/or policies; develop operational policies and procedures.
Supervise staff and provide training in the methods and procedures of the division by demonstrating, closely observing, monitoring to verify the accuracy of work produced.